Create your very own Auto Publish News/Blog Site and Earn Passive Income in Just 4 Easy Steps
Whether it is you host a webinarFor example, a product launch or an in-person conference, strategically timed emails can significantly increase participation and engagement. With the right automation, marketers can streamline the process from invitations to reminders to post-event follow-ups, ensuring attendees feel informed and valued.
Read on for a guide to event-based emails that drive participation and engagement with minimal effort.
The importance of event-based emails
Timely invitations and reminders help create buzz around your event and increase the likelihood of attendance. Automated follow-ups help you maintain momentum and keep your audience engaged. By continuing to use automation, you can reduce manual workload and focus on other aspects of your work Marketing strategy.
Finally, post-event emails provide an opportunity to collect valuable feedback from attendees to inform and improve future events.
Free resource
The Quick Start Guide to Email Marketing
DOWNLOAD NOW
Step 1: Define your event goals
Before you dive into email setup, clarify your goals for the event. Do you want to increase visitor numbers, increase product sales or improve? Brand awareness? Defining your goals will guide you Email strategy and content.
Examples of event goals
- Increase signups and educate potential customers.
- Generate excitement and increase initial sales.
- Build a network of industry experts and share valuable insights.
Step 2: Segment your audience
Effective email marketing starts with understanding your audience. Segment your email list based on criteria such as:
- Previous participants
- Engagement level
- Demographics
By sending tailored invitations to the right audience, you can significantly increase your event's appeal and attendance.
Step 3: Create event-based email templates
Developing a set of templates for your event-based emails can save time and ensure consistency. Here are the main types of emails you should consider:
1. Invitation emails
Your invitation email should grab attention and contain important details. Contain:
- Name and date of the event: Clearly state what the event is and when it will take place.
- Engaging subject line: Use an eye-catcher Subject line This encourages, opens up.
- Call to action: Include an eye-catching CTA button (e.g. “Register Now” or “Save Your Place”).
- Event details: Briefly explain the agenda, speakers and benefits of attending.
2. Reminder emails
Send reminders to keep the event fresh in your audience's mind. Timing is crucial here:
- First memory: Send this a week before the event to give attendees enough time to prepare.
- Second memory: A final reminder can be sent 24 hours before the event.
3. Day-Of Emails
On the day of the event, send a quick email to remind attendees and share any last-minute details:
- Access links: For virtual events, provide the join link and any required passwords.
- Event schedule: Provide an overview of what to expect during the event.
4. Follow-up after the event
Follow-up emails are essential for maintaining engagement. Make sure you include the following information:
- Express your appreciation to participants for participating.
- Summarize key findings or provide access to recordings/slides.
- Include a survey or link to collect feedback about their experience.
Step 4: Use automation tools
To use Email automation can optimize yours Email campaigns and increase efficiency. Most email marketing platforms like Benchmark Email offer automation features that allow you to set up event-based email sequences. How to implement it:
Set up automated workflows
Create an automated workflow that includes all email types listed above. Most platforms allow you to schedule emails based on triggers, such as: E.g.:
- Registration confirmation: Send one Welcome email as soon as someone registers.
- Memory triggers: Schedule reminders based on event date.
- Feedback after the event: Automate follow-up emails to be sent immediately after the event concludes.
Use personalization
Personalized emails Achieve better engagement rates. Use your email platform’s data to address recipients by name and tailor content to their interests. For example, if you know an attendee is interested in a particular topic, you can highlight relevant sessions in your event reminder emails.
Free resource
Personalize your emails easily: What to personalize and how to do it with Benchmark Email
DOWNLOAD NOW
Analyze and optimize
After your event, analyze the performance of your email campaigns. Key metrics Things to monitor include:
- Opening prices
- Click-through rates (CTR)
- Attendance rates
You can use these insights to optimize future event-based email campaigns to achieve better results.
Step 5: Collect feedback and use it
Post-event feedback is invaluable for optimizing your future events and email campaigns. Create a short survey to collect feedback on the following topics:
- Content quality: Did participants find the information valuable?
- Speaker performance: How did you rate the speakers?
- Overall experience: What did you like and what could be improved?
Setting up event-based emails can significantly increase participation and engagement, turning a simple invitation into a comprehensive communications strategy. With proper planning and execution, you will not only increase attendance, but also leave a lasting impression on your audience and ensure that they look forward to your next event. Leverage automation, engage your audience, and watch your events thrive with enthusiastic engagement.
Author Biography:
by Natalie Slyman
Content Marketing Manager
Create your very own Auto Publish News/Blog Site and Earn Passive Income in Just 4 Easy Steps
